Admin Assistant for Food & Beverage in Cairo, Egypt

Additional Information Direct Report / Director of Food & Beverage Dotted line / Executive Chef

Job Number 24034724

Job Category Administrative

Location The Westin Cairo Golf Resort & Spa Katameya Dunes, Road 90,New Cairo City, Cairo, Egypt, Egypt

Schedule Full-Time

Located Remotely? N

Relocation? N

Position Type Non-Management

Direct Report / Director of Food & Beverage

Dotted line / Executive Chef

Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests. Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests. Operate standard office equipment other than computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Transmit information or documents using a computer, mail, or facsimile machine, including proofreading and editing written information to ensure accuracy and completeness. Enter and locate work-related information using computers and/or point of sale systems.

Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets. Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Speak with others using clear and professional language, prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette. Develop and maintain positive working relationships with other employees and departments, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Report accidents, injuries, and unsafe work conditions to manager. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

CRITICAL TASKS

Safety and Security

1. Report work related accidents, or other injuries immediately upon occurrence to manager/supervisor.

Policies and Procedures

1. Maintain confidentiality of proprietary materials and information.

2. Protect the privacy and security of guests and coworkers.

3. Follow company and department policies and procedures.

4. Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.

5. Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.

6. Perform other reasonable job duties as requested by Supervisors.

Guest Relations

1. Address guests’ service needs in a professional, positive, and timely manner.

2. Thank guests with genuine appreciation and provide a fond farewell.

3. Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest’s name when possible.

4. Anticipate guests’ service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.

5. Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, Guest Response, LEAP) to resolve issues, delight, and build trust.

6. Assist other employees to ensure proper coverage and prompt guest service.

Communication

1. Speak to guests and co-workers using clear, appropriate and professional language.

2. Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.

3. Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one’s voice, using the callers’ name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.

4. Managing staff schedules: assist in creating and maintaining staff schedules, ensuring adequate coverage during peak hours and special events. This may involve coordinating with the HR department to handle time-off requests and scheduling changes.

5. Managing administrative tasks: This includes answering phone calls, responding to emails, scheduling appointments, and maintaining records and files related to food & Beverage orders, inventory, and invoices.

6. Assisting with menu planning: They collaborate with chefs and kitchen staff to plan menus, taking into consideration customer preferences, dietary restrictions, and seasonal availability of ingredients.

7. Handling customer inquiries and complaints: acts as a point of contact for customers, addressing their queries, concerns, and complaints related to food & Beverage orders, delivery, or quality.

8. Assisting with event coordination: may be involved in organizing and coordinating food & Beverage -related events, such as banquets, conferences, or weddings. This includes liaising with clients, arranging menus, and coordinating with the kitchen and service staff.

9. Providing general support.

10. Provide general administrative support to the food and beverage department, including answering phone calls, responding to emails, and maintaining departmental records and files.

11. Coordinate and schedule meetings, appointments, and events for the food and beverage management team.

12. Assist in the preparation and distribution of departmental reports, presentations, and other materials as required.

13. Manage and maintain inventory of office supplies, ensuring that necessary items are always available.

14. Assist in the recruitment and hiring process for food and beverage staff, including posting job ads, screening resumes, and scheduling interviews.

15. Coordinate and arrange travel arrangements for food and beverage team members, including flights, accommodations, and transportation.

16. Assist in the coordination of special events and promotions, including menu planning, logistics, and communication with other departments.

17. Attending meetings as directed to take minutes and to distribute.

18. Talk with and listen to other employees to effectively exchange information.

19. Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.

Working with Others

1. Support all co-workers and treat them with dignity and respect.

2. Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.

Physical Tasks

1. Enter and locate work-related information using computers and/or point of sale systems.

2. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.

Computers/Software

1. Transmit information or documents using a computer.

2. Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservation and answer inquiries from guests.

3. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.

Office Equipment

1. Transmit information or documents using mail, or facsimile machine.

2. Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.

CRITICAL COMPETENCIES

Analytical Skills

1. Computer Skills

2. Learning

3. Decision-Making

Interpersonal Skills

1. Customer Service Orientation

2. Interpersonal Skills

3. Team Work

4. Diversity Relations

Communications

1. Listening

2. English Language Proficiency

3. Communication

4. Telephone Etiquette Skills

5. Applied Reading

6. Writing

Personal Attributes

1. Dependability

2. Integrity

3. Stress Tolerance

4. Positive Demeanor

5. Presentation

6. Adaptability/Flexibility

7. Organization

8. Detail Orientation

9. Multi-Tasking

10. Time Management

11. Planning and Organizing

General Administration

1. Typing

Computer Software

1. Microsoft Office

PREFERRED QUALIFICATIONS

Education High school diploma/G.E.D. equivalent

Related Work Experience At least 1 year of related work experience

Supervisory Experience No supervisory experience is required

At Westin, we are committed to empowering guests to regain control and enhance their well-being when they need it most while traveling, ensuring they can be the best version of themselves. To achieve the brand mission of becoming the preeminent wellness brand in hospitality, we need passionate and engaged associates to bring the brand’s unique programming to life. We want our associates to embrace their own well-being practices both on and off property. You are the ideal Westin candidate if you are passionate; you are active and take pride in how you maintain your well-being; you are optimistic; you are adventurous. Be where you can do your best work,​ begin your purpose, belong to an amazing global​team, and become the best version of you.